Specialist, Program Support Services (Subs)

CHILD DEVELOPMENT•Oxnard, CA

2h•$22 - $31•Onsite

About The Position

Under the supervision of the assigned child care services supervisor, the program support services specialist shall be responsible for a variety of tasks including maintaining office supplies, facilitating equipment repair, assembling and distributing program materials, assisting with enrollment and outreach, managing databases and spreadsheets for provider and family information, entering and maintaining documentation in electronic systems, preparing files for audits and reviews, assisting with attendance processing and reimbursement, providing general information to child care providers, coordinating printing and mailing projects, maintaining records and confidentiality, preparing files for storage, taking meeting notes, translating documents, providing customer service desk backup, and staying informed of program changes and procedures. Other duties may be assigned.

Requirements

High school graduate or equivalent.
Minimum three years’ experience involving community or social work or in a highly responsible clerical support or customer service capacity.
Fluent bilingual (English/Spanish) skills required.
Good typing and clerical skills with the ability to generate accurate reports, forms, spreadsheets, and other documents.
Good knowledge of Windows environment and applications such as Word, Excel, Teams, Outlook and PowerPoint.
Knowledge of computer information management systems and standard office equipment, procedures, and filing systems.
Ability to work with minimum supervision.
Ability to effectively follow written and verbal instruction.
Ability to communicate effectively orally and in writing.
Ability to establish good rapport with staff, outside agencies, and the general public.
Ability to maintain strict confidentiality.
Ability to effectively use hands and fingers in the operation of computers, keyboards, and other office equipment.
Ability to clearly see computer screens and detailed documents.
Must submit to a job-pertinent, agency-paid, pre-employment physical examination. Employment is conditional pending satisfactory results of the physical examination.

Nice To Haves

Completed college coursework.

Responsibilities

Maintain, monitor, and order office supplies and miscellaneous items through the electronic requisition system (e-req), including creating and maintaining inventory tracking systems and serving as liaison with the purchasing department.
Facilitate the repair and maintenance of office equipment including copy machines, printers, fax machines, and related equipment.
Assemble and distribute provider agreements, orientation materials, enrollment, recertifications, and other program packets for providers and families as needed.
Assist with enrollment and outreach activities for child care providers and families, including collecting and maintaining required documentation and supporting mass enrollment activities.
Create, update, and maintain spreadsheets and databases to track provider information, family enrollment status, waitlists, disenrollments, and expiration of required documentation. Generate accurate reports as requested.
Enter, update, upload, and maintain provider, family, and program documentation within electronic database systems and assist supervisors with maintaining Title V binders and related compliance records.
Retrieve files and prepare documentation for internal and external audits, reimbursement reviews, finance requests, and other agency reporting requirements.
Assist with child care attendance sheet processing, batching, and reimbursement support activities.
Assist child care providers with completion of required documents.
Provide child care providers with general information regarding subsidized child care reimbursement requirements, procedures, and program guidelines.
Maintain ongoing communication with parent and provider services and other units regarding families, children, providers, and program updates.
Outsource and coordinate quotes for printing and mailing projects, including preparing mass mailings, labeling envelopes, and arranging pick-up and distribution. Provide mail processing support in the absence of the mail clerk.
Maintain records of critical correspondence and ensure accurate recordkeeping and confidentiality of files and documentation.
Create volumes for active files and prepare disenrolled or inactive files for warehouse storage in accordance with agency procedures.
Take and transcribe meeting notes as assigned.
Translate program forms, letters, reports, procedures, and other documents as requested.
Provide back-up coverage and support for the customer service desk.
Keep informed of program changes, eligibility guidelines, and agency procedures to ensure accurate dissemination of information.
Other duties as assigned.